The Scheduling Coordinator schedules patient appointment/follow ups and/or surgeries as appropriate in the assigned unit/clinic. He/She closely monitors patients throughout various phases to assure completion of required testing and services, validating financial clearance for services being scheduled, providing stellar customer service when interfacing with patients in person and over the phone to establish appointments, alerting clinicians when patient testing is complete or when patients are non-compliant in completing medical services, coordinating collection of testing results and provider notes, coordinating care with ancillary departments as needed. . Obtains authorizations and pre-authorization for services to be rendered. Schedules ancillary appointments as necessary for patients. Ensures patient charts are prepared prior to appointments/follow up and/or surgery including x-rays and pertinent lab work. Makes arrangements for any special equipment as needed. Reviews and codes charge slips for patient care services and/or surgical services rendered. Maintains files and records, including supporting documentation for insurance claims. Maintains master appointment/surgery calendar for physician(s). Oversees equipment and office supply inventory. Reads all incoming mail, prioritizing and distributing as appropriate. The Scheduling Coordinator acts as a liaison with other departments and physician office staff and arranges for all necessary support services and equipment needed for a case.
Departmental Specific Summary
The Scheduling Coordinator schedules patient appointment/follow ups and/or surgeries as appropriate in the assigned unit/clinic. Obtains authorizations and pre-authorization for services to be rendered. Schedules ancillary appointments as necessary for patients. Ensures patient charts are prepared prior to appointments/follow up and/or surgery including x-rays and pertinent lab work. Makes arrangements for any special equipment as needed. Reviews and codes charge slips for patient care services and/or surgical services rendered. Maintains files and records, including supporting documentation for insurance claims. Maintains master appointment/surgery calendar for physician(s). Oversees equipment and office supply inventory. Reads all incoming mail, prioritizing and distributing as appropriate. The Scheduling Coordinator acts as a liaison with other departments and physician office staff and arranges for all necessary support services and equipment needed for a case. The Scheduling Coordinator will also be responsible to answers patient phone calls, verify insurance benefits, prepare charts for clinic and provides clerical functions for the Beverly Hills Clinic. Must work with any and every physician in the Beverly Hills Clinic. Other duties as assigned.
Essential Duties
- 1. Utilizes courtesy, compassion, kindness and honesty while interacting with public, patients, and all clinic personnel. Greets patients in a courteous and professional manner Greets patients in a courteous and professional manner.
- 2. Adheres to protect patient confidentiality.
- 3. Process new referrals in a timely manner; this includes obtaining required outside medical records, entering demographic information into computer systems, provides medical records to physician / multidisciplinary team for review, provides insurance information to financial counselor for patient to be financially cleared, and schedule patient in clinic.
- 4. Schedules patient appointments in a timely manner, and at the request of the physician, while accommodating patient’s needs. This includes but not limited to: laboratories, procedures and consultations as needed. Fulfills other department scheduling functions per department procedures and protocols.
- 5. Understands the protocols for scheduling patients and gives proper patient instructions.
- 6. Notifies patient of upcoming appointments in a timely manner.
- 7. Proactively manages clinic schedules, including reviewing master schedule and anticipating requirements and changes based on activity levels to create a well-managed operational flow and positive patient experience. Communicates all changes with patient and case information to all involved personnel.
- 8. Has thorough understanding and expertise in the use of computer systems, e.g. Cerner and GE Centricity Business. Demonstrates accuracy and thoroughness in entering information into computer systems
- 9. Works with various hospital personnel to resolve issues and accommodate patient.
- 10. Preps charts for appointments. Knowledge of proper chart format.
- 11. Provides estimate of patient liabilities to patients, physicians and insurance companies based on guidelines and/or systems provided by the department, including but not limited to: copayment, deductibles, co-insurance, deposits, self-pay or prior account balances. This includes collection of payment.
- 12. Provides phone coverage as needed. Contacts and distributes messages to medical personnel using a variety of electronic messages including text, voice, and email systems. Reads and responds to email throughout the day. Retrieves and responds to voicemail messages within 24hours per department protocol.
- 13. Demonstrates flexibility in covering other staff members for sick time, vacation, or leave of absence.
- 14. Ability to work independently and in a team setting to accomplish duties in a timely manner.
- 15. Maintains an open line of communication with management and other staff and demonstrates a professional demeanor at all times.
- 16. Performs other duties as assigned.
Required Qualifications:
- Req High school or equivalent
- Req 2 years Experience in a health care setting
- Req Prior experience in a clerical, administrative, and/or receptionist role.
- Req Must have excellent communication skills, including the ability to speak, read and write English proficiently.
- Req Must be comfortable with computers and medical terminology.
- Req In depth knowledge of all insurance types.
Preferred Qualifications:
Required Licenses/Certifications:
- Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
USC Care Medical Group serves as the sole physician entity reporting to the USC Health System, uniting faculty clinical practice under Keck Medicine of USC. This entity oversees clinical governance, physician and ambulatory services, and core enterprise functions including billing, contracting, and financial operations. The organization encompasses 17 clinical departments, with approximately 1,500 physicians and 2,000 staff delivering care across more than 80 locations from Kern County to Orange County and into Las Vegas. USC Care Medical Group is the engine for patient-centered growth—advancing quality, safety, access, and financial strength through integrated, system-level thinking that transcends silos and traditional models. By building bridges across the enterprise, embracing innovation, and leveraging technology, we deliver seamless, 5-Star access and service while expanding clinical reach and diversified models of care. Our work fuels a sustainable cycle of good health—organizationally, financially, and within the communities we serve—driving continued growth from within and beyond the system’s boundaries.
The hourly rate range for this position is $22.88 - $38.90. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying.
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.
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